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Overview: Two ideas for the contest chair can help lead to a great contest:

1. BEFORE the contest: Preparation before the contest is key, now you may innovate and use your best ideas to get yourself ready.

2. DURING the contest: Restrain from innovating (“Stick to the script”) to make things go smoothly.

BEFORE THE CONTEST:

** Contact the Contestants:

As soon as possible, as much before the contest as possible: Email and/or telephone each contestant and advise them of the venue, schedule and agenda for the contest.

Explain the purpose of the contestant briefing, when it will be done, what their options are if they cannot attend (send a representative or just not attend).

Ask each contestant if they have physical conditions which require special access or vision limitations which require audible time signaling.

Collect contact information for each contestant. This may include email address(es) and/or telephone number(s). The contact information of every contestant ho is not disqualified during the contest will be provided to the contest chair/organizer of the next level, if any, of the contest.

** Find out who the Chief Judge is and contact the Chief Judge.
Confirm that the chief Judge will be invited to speak before the contest to confirm that all contest officials have been verified and all judges have signed their eligibility forms.
The Chief Judge does NOT HAVE TO EXPLAIN the rules to the audience.

Anything beyond a quick (1 minute or so) talk by the chief judge about the rules to the audience is usually not of great benefit and onlr delays the start of the contest after all officials and contestants and the test speaker are raring to go!

The contestants need to be briefed on the rules that they compete under and the judges, timers and ballot counters need to know their roles and be briefed. The audience does not need to be briefed, although, time permitting, they may be.
However: At the club level a briefing on the contest may be done in a meeting before the contest or time, permitting, before the test speaker. This explanation of the operation of the contest can be an educational opportunity for the club. However, the best way to do it is in a meeting prior to the actual contest.
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** Read the Contest Rulebook
Understand that the contest officially begins when the contest chair is introduced.

Contestant Briefing Issues:

If any contestant cannot attend the re-contest briefing, they must do 2 things before the chair is introduced to start the contest:
– Be present (have personally checked in with the Contest Chair)
– Sign the eligibility section of the contest Originality and Eligibility form (Form 1183). Each contestant must do this at every level of the contest, even if they signed the form at a previous contest level.

At Area + (Area or higher) contests:
If any contestant indicates they will not compete or may be late, contact the contestant who finished next in the previous level contest and ask if they can compete.

At Division+ (Division or District) level contest: Advise the chief judge of the alternate contestant so that if there are any judges who are members of the same club as the alternate they can be prepared to withdraw as a judge.

SPEAKING AREA ISSUES
The speaking area is determined by the Contest Chair.
Determine the speaking area before the contestant briefing and inform the Chief Judge so they may include that information in the judges briefing.

If, during contestant briefing, the Contest Chair changes the speaking area for any reason, inform the Chief Judge immediately.

The test speaker is NOT restricted to the contestant speaking area.

Determine speaking order and write down the speaking order during the contestant briefing. You may do this at any time during the contestant briefing. It may be good to do it last in case any contestants show up late and miss part of the briefing. Attendance at the contestant briefing is NOT mandatory.

Drawing the speaking order when the maximum number of contestants are present has the best appearance of fairness to all.

You may use any fair method for “drawing the speaking order”.
You may have the contestants pick from numbered playing cards or numbered slips of paper in an envelope or any other fair to all method. Any fair system to randomly choose/ draw speaking order is allowed.

Contestant Briefing Script: This may be read verbatim or customized:

Welcome contestants.

A 5 to 7 minute test speech will be given by a test speaker, only the title and speaker’s name will be announced.

As soon as the test speech is finished, ALL contestants will leave the room and remain under the supervision of the Sergeant At Arms (SAA).

You may make notes during the test speech using materials you choose strictly for note taking. You may take those materials with you when you leave the room to prepare your evaluation.

You may use a smart phone, IPad, etc. solely for note taking purposes. You may NOT use the device to access any outside sources (apps, internet, etc.)

You may not make any telephone calls or contact anyone else after the contest begins. When all contestants have arrived in the preparation are the SAA will tell you that you may begin the preparation of your contest speech evaluation. You will have 5 minutes to complete your preparation using the materials you choose.

At the end of 5 minutes, the SAA will collect any materials you used to prepare your evaluation including any electronic devices used. The SAA may write your name on them or on a paper to be put with them and hold them until you are introduced to present your contest evaluation.

No contestant should prepare their evaluation after the 5 minute preparation period has ended.

When it is your turn to speak, the SAA will get you from the holding area and escort you to the contest room.

The SAA will return your preparation materials to you when you are introduced. You may use your preparation materials or not use them, that is up to you.

You will speak in the designated speaking area which is: … (FULLY DESCRIBE THE SPEAKING AREA)

[ADDRESS: SPECIAL NEEDS/ AUDIBLE SIGNALLING If any contestant have special needs or require audible time signaling, make sure the contestant has provided the signaling device and given it to the times]

I will now review the contest timing: Your timing will begin with your first verbal or non verbal communication with the audience. You must speak between 2 minutes and 3 minutes 30 seconds or you will be disqualified. You will be given the GREEN signal at 2 minutes. The GREEN signal will remain displayed until 2 minutes 3 seconds. At 2 minutes 30 seconds, the YELLOW/AMBER signal will be displayed. The YELLOW/AMBER signal will remain displayed until 3 minutes. At 3 minutes the RED signal will be displayed and remain displayed until you complete your evaluation. You are responsible to make sure you speak within the contest time limits: A contestant will be disqualified if their speech is less than one 1 minute 30 seconds or more than 3 minutes 30 seconds. If there is a technical malfunction of the timing signals you will be given 30 seconds extra time before disqualification. No signal will be given if you exceed the time limit.

I will introduce you by saying your name twice.

[If you have not drawn for speaking order yet during the briefing, do it now.]

[If you have not collected contact information from every contestant, do it now.]

[If any contestant has not yet filled in and signed (Form 1183): Speaker’s Certification of Eligibility and Originality, have the contestant do that now.]

Does any contestant have any questions? [Answer any questions.]

[Close the Contestant Briefing: – Ask each contestant to confirm the pronunciation of their name – Confirm the speaking order with the contestants, make a written list for the SAA – Remind the contestants of the starting time of the contest – Dismiss the contestants – Give the speaking order in writing to the SAA. ]